{"schemaVersion":"jobsearcher.job.v1","id":"f61ded0b9ae80d3a012653f3","url":"https://jobsearcher.com/jobs/f61ded0b9ae80d3a012653f3","canonicalUrl":"https://jobsearcher.com/jobs/f61ded0b9ae80d3a012653f3","title":"Executive Assistant","description":"At Instabase, we're passionate about democratizing access to cutting-edge AI innovation to enable any organization to solve previously unsolvable unstructured data problems in their industry. With customers representing some of the largest and most complex organizations in the world, and investors like Greylock, Andreessen Horowitz, and Index Ventures, our market opportunity is near infinite.\n\nInstabase offers a consumption-based pricing model where customers can pay only for what they use, aligning directly with the value our products deliver. It empowers our clients to explore our AI Hub platform features extensively, enabling them to uncover crucial business insights. This customer-centric model allows Instabase to glean insights from diverse use cases and behaviors, ensuring we deliver top-tier solutions that provide unmatched advantages for everyday business operations.\n\nWith offices in San Francisco and Bengaluru, Instabase is a truly global company. We are people-first, and we've built a fearlessly experimental, endlessly curious, customer obsessed team who work together and help organizations around the world turn their unstructured data into insights instantly.\n\nAbout SuperApp\n\nSuperApp is the AI collaboration super app. We bring real-time group messaging, leading AI models, and collaborative content creation into one shared workspace—keeping conversations, files, decisions, feedback, and finished work connected from the first prompt to the final deliverable. Our principles include being multiplayer by default, finishing the work, preserving freedom of choice, and making trust visible. (superapp.chat)\n\nThe Role\n\nSuperApp is looking for an exceptional Executive Assistant to the CEO to help our CEO and leadership team operate with focus, speed, and precision.\n\nThis is a high-trust, high-impact position for someone who combines outstanding judgment with operational rigor. You will manage a complex executive calendar, coordinate critical meetings and travel, prepare the CEO for important decisions, and ensure priorities move forward without losing context or momentum.\n\nThe ideal candidate anticipates needs, communicates clearly, handles sensitive information with discretion, and remains composed as priorities evolve. You should be equally comfortable managing the details of a demanding schedule and understanding the broader business context behind them.\n\nWhat You'll Do\nExecutive support\nOwn and strategically manage the CEO's calendar, protecting time for the company's highest-priority work.\nCoordinate internal and external meetings across employees, customers, partners, investors, candidates, and other stakeholders.\nAnticipate scheduling conflicts, resolve them proactively, and ensure the CEO is prepared for every engagement.\nManage domestic and international travel, including detailed itineraries, accommodations, transportation, and last-minute changes.\nPrepare and process expenses, invoices, approvals, and related administrative work accurately and promptly.\nHandle confidential company, personnel, customer, and financial information with exceptional discretion.\nMeeting and communication management\nDevelop meeting agendas, briefing materials, background notes, and follow-up documents.\nEnsure the CEO has the necessary context, objectives, and materials before important meetings.\nCapture decisions, commitments, owners, and deadlines, then follow through to ensure action items are completed.\nDraft and edit correspondence, internal announcements, presentations, and other executive communications.\nServe as a thoughtful and professional point of contact for people engaging with the CEO.\nTriage inbound requests and help distinguish urgent matters from those that can be delegated or handled asynchronously.\nLeadership operations\nSupport the operating cadence of the CEO and executive team, including leadership meetings, company-wide meetings, planning sessions, and offsites.\nMaintain visibility into the CEO's priorities and help ensure time and attention remain aligned with them.\nCoordinate across teams to gather information, resolve dependencies, and keep important initiatives moving.\nCreate lightweight systems and processes that improve executive effectiveness and organizational follow-through.\nSupport board, investor, recruiting, customer, and partner activities as needed.\nPlan executive dinners, team events, leadership offsites, and other important gatherings.\nTake on special projects that require sound judgment, resourcefulness, and confidentiality.\nWhat We're Looking For\n5+ years of experience supporting a CEO, founder, C-suite executive, or senior leader in a fast-moving organization.\nExperience working in a technology company, high-growth startup, venture-backed business, or similarly demanding environment.\nExceptional calendar management, prioritization, organization, and project-coordination skills.\nExcellent written and verbal communication, with meticulous attention to detail.\nStrong judgment and the ability to make thoughtful decisions with incomplete information.\nA proactive working style—you anticipate needs, identify risks, and act before being asked.\nThe ability to manage competing priorities while remaining calm, responsive, and solutions-oriented.\nHigh emotional intelligence and the ability to work effectively with employees and external stakeholders at every level.\nUnquestionable integrity and discretion when handling confidential or sensitive matters.\nStrong proficiency with modern workplace, communication, scheduling, and productivity tools.\nInterest in AI and a willingness to use AI tools thoughtfully to improve executive and organizational effectiveness.\nAbility to work regularly in person in San Francisco, California, with flexibility outside standard business hours when important matters arise.\nAbility to travel occasionally, including supporting domestic or international executive travel when needed.\nWhat Success Looks Like\n\nDuring your first year, success will mean:\n\nThe CEO's time is consistently aligned with the company's most important priorities.\nMeetings begin with clear objectives and end with documented decisions, owners, and next steps.\nImportant commitments are tracked and completed without repeated follow-up from the CEO.\nCommunication between the CEO, leadership team, and external stakeholders is timely and effective.\nTravel, events, and executive logistics are handled smoothly, including when plans change.\nYou are viewed as a trusted partner who improves the effectiveness of both the CEO and the broader organization.\n\nCompensation: The base salary range for this role is $120,000 to $145,000 + bonus, equity, and benefits. The actual pay may vary based on factors such as location, experience, and skills.\n\nUS Benefits:\nFlexible PTO: Because life is better when you actually live it!\nComprehensive Coverage: Top-notch medical, dental, and vision insurance.\n401(k) with Matching: We've got your back for a secure future.\nParental Leave & Fertility Benefits: Supporting you in growing your family, your way.\nTherapy Sessions Covered: Mental health matters— 10 free sessions through Samata Health.\nWellness Stipend: For gym memberships, fitness tech, or whatever keeps you thriving.\nLunch on Us: Enjoy a lunch credit when you're in the office.\n\n#Li-Hybrid\n\nInstabase is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, protected veteran status, or disability status. Research shows that in order to apply for a job, women feel they need to meet 100% of the criteria while men usually apply after meeting about 60%. Regardless of how you identify, if you believe you can do the job and are a good match, we encourage you to apply.","company":"Instabase","rawCompany":"instabase","city":"Millbrae","state":"CA","isRemote":false,"isActive":true,"createdAt":"2026-08-28T09:40:20.037Z","occupations":[{"code":"43-6011.00","title":"Executive Secretaries and Executive Administrative Assistants","slug":"executive-secretaries-and-executive-administrative-assistants"},{"code":"43-6014.00","title":"Secretaries and Administrative Assistants, Except Legal, Medical, and Executive","slug":"secretaries-and-administrative-assistants-except-legal-medical-and-executive"},{"code":"43-6012.00","title":"Legal Secretaries and Administrative Assistants","slug":"legal-secretaries-and-administrative-assistants"}],"industries":[{"code":"551114","title":"Corporate, Subsidiary, and Regional Managing Offices","slug":"corporate-subsidiary-and-regional-managing-offices"},{"code":"513210","title":"Software Publishers","slug":"software-publishers"},{"code":"921110","title":"Executive Offices","slug":"executive-offices"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Executive Assistant","description":"At Instabase, we're passionate about democratizing access to cutting-edge AI innovation to enable any organization to solve previously unsolvable unstructured data problems in their industry. With customers representing some of the largest and most complex organizations in the world, and investors like Greylock, Andreessen Horowitz, and Index Ventures, our market opportunity is near infinite.\n\nInstabase offers a consumption-based pricing model where customers can pay only for what they use, aligning directly with the value our products deliver. It empowers our clients to explore our AI Hub platform features extensively, enabling them to uncover crucial business insights. This customer-centric model allows Instabase to glean insights from diverse use cases and behaviors, ensuring we deliver top-tier solutions that provide unmatched advantages for everyday business operations.\n\nWith offices in San Francisco and Bengaluru, Instabase is a truly global company. We are people-first, and we've built a fearlessly experimental, endlessly curious, customer obsessed team who work together and help organizations around the world turn their unstructured data into insights instantly.\n\nAbout SuperApp\n\nSuperApp is the AI collaboration super app. We bring real-time group messaging, leading AI models, and collaborative content creation into one shared workspace—keeping conversations, files, decisions, feedback, and finished work connected from the first prompt to the final deliverable. Our principles include being multiplayer by default, finishing the work, preserving freedom of choice, and making trust visible. (superapp.chat)\n\nThe Role\n\nSuperApp is looking for an exceptional Executive Assistant to the CEO to help our CEO and leadership team operate with focus, speed, and precision.\n\nThis is a high-trust, high-impact position for someone who combines outstanding judgment with operational rigor. You will manage a complex executive calendar, coordinate critical meetings and travel, prepare the CEO for important decisions, and ensure priorities move forward without losing context or momentum.\n\nThe ideal candidate anticipates needs, communicates clearly, handles sensitive information with discretion, and remains composed as priorities evolve. You should be equally comfortable managing the details of a demanding schedule and understanding the broader business context behind them.\n\nWhat You'll Do\nExecutive support\nOwn and strategically manage the CEO's calendar, protecting time for the company's highest-priority work.\nCoordinate internal and external meetings across employees, customers, partners, investors, candidates, and other stakeholders.\nAnticipate scheduling conflicts, resolve them proactively, and ensure the CEO is prepared for every engagement.\nManage domestic and international travel, including detailed itineraries, accommodations, transportation, and last-minute changes.\nPrepare and process expenses, invoices, approvals, and related administrative work accurately and promptly.\nHandle confidential company, personnel, customer, and financial information with exceptional discretion.\nMeeting and communication management\nDevelop meeting agendas, briefing materials, background notes, and follow-up documents.\nEnsure the CEO has the necessary context, objectives, and materials before important meetings.\nCapture decisions, commitments, owners, and deadlines, then follow through to ensure action items are completed.\nDraft and edit correspondence, internal announcements, presentations, and other executive communications.\nServe as a thoughtful and professional point of contact for people engaging with the CEO.\nTriage inbound requests and help distinguish urgent matters from those that can be delegated or handled asynchronously.\nLeadership operations\nSupport the operating cadence of the CEO and executive team, including leadership meetings, company-wide meetings, planning sessions, and offsites.\nMaintain visibility into the CEO's priorities and help ensure time and attention remain aligned with them.\nCoordinate across teams to gather information, resolve dependencies, and keep important initiatives moving.\nCreate lightweight systems and processes that improve executive effectiveness and organizational follow-through.\nSupport board, investor, recruiting, customer, and partner activities as needed.\nPlan executive dinners, team events, leadership offsites, and other important gatherings.\nTake on special projects that require sound judgment, resourcefulness, and confidentiality.\nWhat We're Looking For\n5+ years of experience supporting a CEO, founder, C-suite executive, or senior leader in a fast-moving organization.\nExperience working in a technology company, high-growth startup, venture-backed business, or similarly demanding environment.\nExceptional calendar management, prioritization, organization, and project-coordination skills.\nExcellent written and verbal communication, with meticulous attention to detail.\nStrong judgment and the ability to make thoughtful decisions with incomplete information.\nA proactive working style—you anticipate needs, identify risks, and act before being asked.\nThe ability to manage competing priorities while remaining calm, responsive, and solutions-oriented.\nHigh emotional intelligence and the ability to work effectively with employees and external stakeholders at every level.\nUnquestionable integrity and discretion when handling confidential or sensitive matters.\nStrong proficiency with modern workplace, communication, scheduling, and productivity tools.\nInterest in AI and a willingness to use AI tools thoughtfully to improve executive and organizational effectiveness.\nAbility to work regularly in person in San Francisco, California, with flexibility outside standard business hours when important matters arise.\nAbility to travel occasionally, including supporting domestic or international executive travel when needed.\nWhat Success Looks Like\n\nDuring your first year, success will mean:\n\nThe CEO's time is consistently aligned with the company's most important priorities.\nMeetings begin with clear objectives and end with documented decisions, owners, and next steps.\nImportant commitments are tracked and completed without repeated follow-up from the CEO.\nCommunication between the CEO, leadership team, and external stakeholders is timely and effective.\nTravel, events, and executive logistics are handled smoothly, including when plans change.\nYou are viewed as a trusted partner who improves the effectiveness of both the CEO and the broader organization.\n\nCompensation: The base salary range for this role is $120,000 to $145,000 + bonus, equity, and benefits. The actual pay may vary based on factors such as location, experience, and skills.\n\nUS Benefits:\nFlexible PTO: Because life is better when you actually live it!\nComprehensive Coverage: Top-notch medical, dental, and vision insurance.\n401(k) with Matching: We've got your back for a secure future.\nParental Leave & Fertility Benefits: Supporting you in growing your family, your way.\nTherapy Sessions Covered: Mental health matters— 10 free sessions through Samata Health.\nWellness Stipend: For gym memberships, fitness tech, or whatever keeps you thriving.\nLunch on Us: Enjoy a lunch credit when you're in the office.\n\n#Li-Hybrid\n\nInstabase is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, protected veteran status, or disability status. Research shows that in order to apply for a job, women feel they need to meet 100% of the criteria while men usually apply after meeting about 60%. Regardless of how you identify, if you believe you can do the job and are a good match, we encourage you to apply.","datePosted":"2026-08-28T09:40:20.037Z","dateModified":"2026-08-28T09:40:20.037Z","hiringOrganization":{"@type":"Organization","name":"Instabase","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Millbrae","addressRegion":"CA","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"f61ded0b9ae80d3a012653f3"},"url":"https://jobsearcher.com/jobs/f61ded0b9ae80d3a012653f3"}}